Tracking Outside Email Activity

While we encourage customers to use Propertybase Quicksend for their email needs, we understand that sending email correspondence outside of Propertybase is still necessary. To account for this, Propertybase provides a feature that allows you to track email activity within Propertybase even if the email was sent using a third-party application.

Note: For a complete feature overview, please review all tabs on this page.

Next click Send Email Notification. This will notify your agents and prompt them to set up this feature.

You should receive an email shortly prompting you to set up this feature for yourself.

Click the setup link in your email.

On the next page, double check the list of "My Acceptable Email Addresses". You can add multple email addresses by seperating them with a comma.

Note: Only email addresses listed here will be able to use this feature.

On the same page you will see "Your Email to Salesforce address" - save this for your records. Use this address in the BCC (or any other field) on any email coorispondance that you would like to track in Propertybase. When used,

Note: Save the email address as a contact in your email client, with the name of "Email to Propertybase" (or something similar), to save time and your memory!

Testing

After using this feature for the first time, there are two ways to test if it is working correctly.

Confirmation Email

If this feature was setup correctly, you should receive a confirmation email shortly after sending the first email. (See example below.)

Check Activity History

Another way to make sure this feature is working correctly, is to simply use the feature!

After sending an email to a Contact, you should see a copy of the email under "Past Activity" on that Contact record. (See example below.)

Emails to Non-Contacts

Occasionally you will send correspondence to an email that is not associated with a Contact record. Propertybase will keep track of these emails for you. You should periodically check for these and assign to a Contact record. Use the steps below will show you how to do so.

Click your user image at the top of the screen, then click Settings.

Next click My Unresolved Items in the settings navigation menu.

On this screen you will be able to see all emails sent to non-contacts, as well as assign them to a Contact record.

You can look up Contact records by clicking the "magnifying glass" icon.

If the contact is not already in Propertybase, click New to create a new Contact record.

Settings

You can access individual user settings for this feature, at anytime, by following the steps below.

Click your user image at the top of the screen, then click Settings.

In the menu (left side of screen), click My Email to Salesforce.

That's it! This is your personal settings screen.

On this page you can modify email associations, modify a list of acceptable email addresses and locate your personal "Email to Salesforce Address".

How to use my email to SalesforceEmail to Salesforce is a really handy feature that you can use to associate your communications via email to contact records. And this helps you because you can do it directly from your email without having to go into the contact record and log an email that's already been completed. So it's really easy to use and easy to set up. So this is going to be from the agent app, so keep that in mind. We are going to go into setup and the email section in Personal Setup. you'll see a My Email to Salesforce link. So click on that. And if you don't see a screen that looks like this-- if it just says activate and you can't do anything, what that means is that your system administrator needs to activate this feature for you. I will put a link at the end of this video-- at the end of this blog post too about how to actually do that. We will have another video about that. So contact your system administrator and they can switch it on for you. Assuming it's been switched on, you'll see this screen. And you can see here is your actual email address-- this long one here. But it's actually really easy to remember because it always starts with Email to Salesforce, so it's pretty easy to remember. The important part here in the middle of the page is the acceptable email addresses. So what it's asking you to do is what's acceptable from which accounts you're sending it from. So your default email address, which is registered in the application, will always be there. And you can put any other ones if you have a separate email account, personal one, or one on your mobile device or something. You might want to put that in there as well in case you do need to keep in touch with people. And then association rules basically controls how the application will associate your emails, and it will obviously be based on the email address of the person you're sending it to. So you can choose to send them to My Unresolved Items, which I'll show you where that is in the beginning. I don't recommend that because depending on the amount of communication you do, it could be quite a lot of items to resolve when you log in. Obviously because we're using Propertybase, we don't need leads or opportunities because we don't use those objects in Propertybase. We're only worried about contacts. So what are the criteria that we want to match these on? So if duplicate records-- that means two records with the same email address-- are found, who do we associate the email with? We can associate it to all records. So that would be sort of the most safe option where each record with the same email address would have a duplicate. Some people might like that. The oldest record, or I would probably stick with the record with the most activity, which seems pretty safe to me-- the caveat being that if there are no matching records that have been found, you just want to send it to the My Unresolved Items and we can take a look at it later. Another thing I want to point out is you can save the attachments here if you want to depending on how much of those you want to save. It will count against your storage limit for documents. So I probably would leave that unchecked unless you really want to make sure you capture everything. After you've entered your information, especially any other email addresses, go ahead and click on Save. And that's it for this setup actually. So a little bit of how it works in practice. We just want to go ahead and I will copy the email address here that we see, and then go over to mail application. So I already have a standard email here, so let's just say someone wants to make an offer. And we can type in Email to Salesforce, and there's the address that's going into my organization. And I've got my email here already and I just send it off. So now it's sending off. It'll come back to the application and associate back to the contact record, which is this one-- I'll show you that in a moment. But first, I want to show you the unresolved items, which is right here. And there's a couple examples in there. You can see where these emails end up if the application doesn't know what to do with them. And you can just say not to assign the record, and it will be a contact, or assign it to a contact, where it will just open it up, click the contact we want to assign it to, and click on Save. And then it'll assign it for us. So let's go into the contact record here, and you can see that our offer for 2849 West 56th Street email which I've sent is already there. It's in there and related to the contact. So that's how you set up and use the My Email to Salesforce feature. It's a really handy way to keep track of your communication with customers.

What is My Email to Salesforce?

My Email to Salesforce is a feature that allows you to paste a unique email address into the bcc field when communicating with your leads or customers. This automatically associates the email record with the related contact record to preserve all of your communication with your customers.

Activating Email to Salesforce

Email to Salesforce is a great feature that allows you to sync emails you send from third party email services (e.g. Outlook or Google Mail) to contact records in Propertybase.

This feature must be first activated for use. To activate navigate to: Setup/ Administration Setup/ Email Administration/ Email to Salesforce

Once in the page simply mark the Activate check box.

The next step is to add your acceptable email addresses that SF should recognize to sync to Propertybase and get your Email to Salesforce address to add to your emails sent from your third party account.

Add all email address (for your particular login credentials) that will be used to email contacts and sync to the system. You will also see your new Email to Salesforce address, which will look something like this:

Add this to the BCC section of the email you write and it will be synced with the contact record.

Once you send your email to your contact, you will receive a follow up email confirming the sync. If Propertybase does not associate the email to a particular account, it will be put into your Unresolved Issues section found on your Home Page. Then you will be able to create the new contact or associate it manually.